Project Plan for the Design and Construction of a New Head Office and Chemical Warehouse for the National Insect Epidemiology Centre (NIECe).
1.0 EXECUTIVE SUMMARY The National Insect Epidemiology Centre (NIECe) is a critical arm of the Ministry of Health which has the objective to “provide a service for the protection of the nation’s health from vector borne diseases through the application of safe, effective and economical integration of all appropriate and sustainable vector control measures, which are acceptable to the people of Trinidad and Tobago,” as cited in the Ministry of Health’s mission for the National Insect Epidemiology Centre (NIECe). It is proposed to construct a new Head Office Building to accommodate Administrative and Field Staff, Laboratory and Insectary and a new Modern Chemical Warehouse for storage of chemicals for the National Insect Epidemiology Centre (NIECe) inclusive of all services, furniture, fixtures and equipment and all necessary external works, hereinafter referred to as the Project. In October, 2010, The Ministry of Health (MoH), via correspondence requested the National Project Management Company Ltd. (NPMC) to undertake Project Management and Construction Supervision Management Services for the Design-Construction of a new Warehouse and Head Office Inclusive of Furniture, Fixtures and Equipment for the National Insect Epidemiology Centre (NIECe). In said correspondence, the MoH advised that five (5) acres of land situate at Olivier Avenue, Coconut Drive, San Fernando, was allocated to the Ministry of Health by Cabinet for the construction of a modern Warehouse Facility and a new Head Office Building for the National Insect Epidemiology Centre (NIECe). NPMC submitted a Letter of Intent to the MoH based on the above and received the signed Letter of Intent from the Ministry of Health in December, 2010. NPMC proposes to manage the execution of the project by utilizing the Design/Build procurement process based on a detailed Terms of Reference prepared by NPMC in consultation with the MoH. An Evaluation Committee chaired by NPMC’s Project Manager will assess the proposals towards the selection of a preferred Design/Build Contractor. The Evaluation Committee will also include a representative of the MOH as well as the Financial Manager at NPMC. Before NPMC can proceed with the construction works the Ministry will be required to approve the design and project budget based on the selection of a preferred Bidder during the evaluation process as well as confirm the availability of funds. This approval must be obtained by NPMC at least one month after the recommendation of the preferred Bidder. 1.1 Stakeholder Identification & Advocacy a) The Ministry of Health (Client) b) The National Project Management Company (NPMC) c) The National Insect Epidemiology Centre (NIECe) d) All members of the project team e) Patients of the NIECe f) Surrounding communities 2.0 PROJECT SCOPE, OBJECTIVES & DELIVERABLES 2.1 Project Scope The Services to be performed by the Design-Build Contractor shall include all Design, Project Management, Pre-construction, Construction Phase and Post Construction services. The Design-Build Contractor will provide comprehensive administration and management of all aspects of the project inclusive of Design and Construction and will work with NPMC towards the successful completion of the project on schedule, at or below budgeted costs, meeting or exceeding standards stipulated in the Contract and in adherence with standards required by statutory authorities. The services required are the following: a) Provide all labour, materials, tools and equipment, and Design-Build services necessary for design and construction of the project described. b) The production of all drawings and calculations – Architectural, Civil/Structural Engineering, Mechanical, Electrical Engineering, Landscaping and any other services as required. c) Provide all necessary testing for design purposes to confirm soil characteristics and site topography and all necessary quality control testing during construction in order to ensure that all material design and building specifications are satisfied. d) Obtain all statutory approvals (outline and final) – Town and Country Planning Division (T&CPD), Water and Sewerage Authority (WASA) Approval, Fire Services Department Approval, Regional Corporation, Environmental Management Authority (EMA), Public Health Inspectorate, Ministry of Energy, National Gas Company, National Petroleum Marketing Company, Trinidad and Tobago Electricity Commission (T&TEC), Electrical Inspectorate, Lift Inspectorate and any other necessary approvals. e) Submit a full set of “As Built” drawings, Final Statutory Approvals, Keys, Spare Materials, Testing and Commissioning documents, Warranties on equipment operations and Maintenance Manuals on completion of construction. f) Value Engineering, analysis of alternate construction methods and materials for potential quality, cost and schedule enhancements. Designs must comply with all relevant building codes. g) Maintain and evaluate construction documents for constructability, serviceability, maintainability, potential problems, ambiguous and omitted information within the project budget. h) Provide Bills of Quantities and all appropriate documents for supporting the Cost Proposal. i) Develop a project schedule inclusive of design phase and construction phase. Activities shall be coordinated to accomplish the completion of the project by the earliest date possible within the stipulated project budget. j) Develop a material procurement schedule, and manpower and equipment utilization schedule, and it shall be coordinated for each activity as per project schedule. k) During the design and construction stages of the project, submit to NPMC detailed bi-weekly progress reports including updated photographs showing construction progress and updated Gantt Charts in order for NPMC to advise its Client – the Ministry of Health of Trinidad and Tobago – of the progress of the works. Additional information shall be provided if requested by NPMC. l) Develop requirements for safety, quality assurance, and schedule adherence. NPMC’s HSE Guide for Contractors is linked. m) The Design-Build Contractor should satisfy himself as to the full extent and character of the works, the supply of material and all local conditions and restrictions affecting the works. He should include in his proposal all payments that would be required for labour and other resources to ensure that the project is completed according to the agreed schedule. n) Provide a detailed Quality Assurance / Quality Control Plan showing proposed testing agencies. o) Submission of all documentation contained in items a) to n) above for records or approval as required. 2.2 Project Objectives The requirements for the Design-Construction of a new Warehouse and Head Office Inclusive of Furniture, Fixtures and Equipment for the National Insect Epidemiology Centre (NIECe) broadly consist of the following types of accommodations: • Head Office inclusive of Laboratory • Chemical Warehouse • Parking Facilities / External Works • Supply of Furniture, Fixtures and Equipment The Works also includes developmental works outside the Site, such as: • Road Works • Drainage • Telephone Infrastructure • Power Infrastructure • Water Supply and Sewage main 2.3 Timeline Twelve 12 months – One (1) Calendar Year 2.4 Estimated Budget Total Project Cost - $ 34,339,437.00 (Vat Inclusive)
2.5 Project Work Approach The project will follow the following life cycle which includes the following stages: · Conception · Planning/Design · Execution · Close-Out 2.5.1 Conception The conception stage shall be inclusive of: 1. Preparation and Sign Off of the Project Charter by relevant Stakeholders.
2. Preparation and submittal of Employer’s Requirement to the Permanent Secretary – based on several meetings with representative of the NEICe and the MoH, NPMC will finalize the Employer’s Requirements to be sent to the MoH Permanent Secretary by for approval. The Employer’s Requirements will form part of the Request for Proposal Document (RFP). 3. Preliminary Works– Upon receipt of mobilization fee from the Ministry of Health, NPMC will proceed to procure Contractors for the following works: a. Site clearing and Grubbing – To clear site of obstructions, establish and maintain the boundaries of the land. b. Engineering Survey – To obtain necessary survey drawings which will include cross sections, elevations, coordinates, boundaries, landmarks etc. c. Soil Investigation/Geotechnical Report – To assist the designer in the generation of the structural designs for the proposed structure. d. Reports/data to be obtained from the above works will be included in the Request for Proposal (RFP). 2.5.2 Planning/ Design The imperative of the Planning stage is the development of a thorough and accurate Request for Proposal (RFP) which will comprehensively capture the Client's Requirements. This will be achieved by NPMC's guiding the Client through an established Needs Development process and ensuring proper documentation. The objective of the RFP is to invite Proponents to submit one proposal each in accordance with the requirements of this RFP and the contract. Each proposal must contain sufficient details in response to this RFP to constitute a comprehensive and firm offer to NPMC and be suitable for acceptance and implementation. Subsequent to the Client’s confirmation of the RFP which includes the project scope, aims and goals, the NPMC will select a Preferred Design-Build Contractor who is required to undertake the following: 1. Review of the engineering designs, specification, accompanying drawings and any other relevant documentation prepared for the execution of the project. 2. Provide cost estimates for the execution of the required works. 3. Provide scheduling of the project.
4. Obtain approvals from the necessary statutory and approving authorities. 2.5.3 Execution Upon the signing of the Contract Agreement between NPMC and the Ministry of Health, and the Ministry’s approval of the Project Contract Sum, NPMC will award a Contract to the preferred Design-Build Contractor specified in the Evaluation Report and manage the Design-Construction process by maintaining continuous supervision of the works being performed by the Contractor. The works that is required for the construction of the Head Office and Warehouse is undertaken at this stage of the project life cycle. The works must be carefully monitored and managed in order to prevent project failure at this stage. There must be quality control and quality assurance mechanisms at this stage given the design/build nature of the project. The Structural Engineering Consultant will be required to provide quality assurance on the project as it pertains to structural, to measure the quality of the works and to ensure the project remains on schedule and within budget. At this stage of the project changes through variations must be properly managed, whilst maintaining adequate records of all the work. NPMC would utilise the FIDIC Plant and Design Build (Yellow Book) Conditions of Contract, to manage the works during the Execution Phase of the Project.
2.5.4 Close-out Upon successful completion, NPMC shall ensure that the Works are handed over to the Client complete with "As-built" drawings, manuals, warranties, Statutory Approvals and the project's Final Account. There shall also be a one (1) Defects Notification Period during which the Contractor will be notified of any defects as per the Contract. 2.6 Deliverables
3.0 CONSTRAINTS & REQUIREMENTS: The following outlines all known constraints and requirements 1. The execution phase of the project must be completed in one calendar year. 2. The budget for the project is $34,684,437.00 VAT Inclusive. 3. The works must not occupy a land area greater than 5 acres. 4.0 ASSUMPTIONS The following are assumptions considered for this project as well as the methodology to be used to validate each assumption. a. The Client will facilitate all parties to ensure that the works are completed on time. The Client and his agents will not be apathetic with regards to schedules and the accomplishment of deliverables. Records of schedule interruptions due to the Clients operations will be documented and occasionally presented to the Client to illustrate the consequences of such issues (i.e. project duration changes, cost implication etc.). b. Funding for the project at all stages will be readily available. The Client will ensure that all funds are made available in a timely manner. Obtain confirmation in writing that all funds are available or funds are available at the different stages of the project life cycle. c. All entities involved in this project will ensure a successful project. Careful monitoring and tracking of project progress at all stages of the project life cycle. Ensure that all measures are implemented to achieve success on this project. 5.0 GOALS & CRITICAL SUCCESS FACTORS The project success will be measured by the following: 1. Payment of Mobilization Fee 2. Approval for commencement of Preliminary Works - Site Clearance, Engineering Land Survey and Soil Investigation/Geotechnical Survey 3. Approval and Sign Off of Employer's Requirements 4. Approval and Sign Off of RFP 5. Participation of the Ministry’s Representatives in compiling the Employer’s Requirements and on the Evaluation Committee for the Evaluation of Proposals submitted by the Design-Build Proponents 6. Approval of Design-Build Contractor 7. Confirmation of the Availability of funds 8. Participation in the Design Review process led by NPMC 9. Timely Progress Payments 10. Percentage of favourable progress. 11. Quality of works and workmanship, measurable by specifications and the Client’s periodic acceptance. 12. Meeting projected project milestones. 13. Minimal cost overruns claims and other issues which may negatively impact on the project budget. 14. Project completion on time, within budget and with exceptional work quality. 6.0 HUMAN RESOURCES MANAGEMENT (STAFFING PLAN) This section should outline the project team and the structure of the said team. The Client must be included in this plan and the lines of communication and reporting must be explicitly stated. The chart attached serves to outline a suggested Resource Management Plan.
7.0 COMMUNICATION MANAGEMENT PLAN The purpose of the attached Communications Management Plan (CMP) is to define the communication requirements for the project and how information will be distributed.
8.0 RISK MANAGEMENT PLAN The attached plan serves to identify the risks that can be faced during the four stages of the project life, the consequences of such risks and the mitigation measures put in place to combat these risks.
PRMG 6002 – Project Management Information Systems
COURSE LECTURER:
Dr. Ruel Ellis
CATHY-JO NOEL: 05743241
DARIELLE PERSAD: 04702317
KSHAMA MAHADEO: 04711555
Project Plan for the Design and Construction of a New Head Office and Chemical Warehouse for the National Insect Epidemiology Centre (NIECe).
1.0 EXECUTIVE SUMMARY
The National Insect Epidemiology Centre (NIECe) is a critical arm of the Ministry of Health which has the objective to “provide a service for the protection of the nation’s health from vector borne diseases through the application of safe, effective and economical integration of all appropriate and sustainable vector control measures, which are acceptable to the people of Trinidad and Tobago,” as cited in the Ministry of Health’s mission for the National Insect Epidemiology Centre (NIECe).
It is proposed to construct a new Head Office Building to accommodate Administrative and Field Staff, Laboratory and Insectary and a new Modern Chemical Warehouse for storage of chemicals for the National Insect Epidemiology Centre (NIECe) inclusive of all services, furniture, fixtures and equipment and all necessary external works, hereinafter referred to as the Project.
In October, 2010, The Ministry of Health (MoH), via correspondence requested the National Project Management Company Ltd. (NPMC) to undertake Project Management and Construction Supervision Management Services for the Design-Construction of a new Warehouse and Head Office Inclusive of Furniture, Fixtures and Equipment for the National Insect Epidemiology Centre (NIECe).
In said correspondence, the MoH advised that five (5) acres of land situate at Olivier Avenue, Coconut Drive, San Fernando, was allocated to the Ministry of Health by Cabinet for the construction of a modern Warehouse Facility and a new Head Office Building for the National Insect Epidemiology Centre (NIECe).
NPMC submitted a Letter of Intent to the MoH based on the above and received the signed Letter of Intent from the Ministry of Health in December, 2010.
NPMC proposes to manage the execution of the project by utilizing the Design/Build procurement process based on a detailed Terms of Reference prepared by NPMC in consultation with the MoH. An Evaluation Committee chaired by NPMC’s Project Manager will assess the proposals towards the selection of a preferred Design/Build Contractor. The Evaluation Committee will also include a representative of the MOH as well as the Financial Manager at NPMC.
Before NPMC can proceed with the construction works the Ministry will be required to approve the design and project budget based on the selection of a preferred Bidder during the evaluation process as well as confirm the availability of funds. This approval must be obtained by NPMC at least one month after the recommendation of the preferred Bidder.
1.1 Stakeholder Identification & Advocacy
a) The Ministry of Health (Client)
b) The National Project Management Company (NPMC)
c) The National Insect Epidemiology Centre (NIECe)
d) All members of the project team
e) Patients of the NIECe
f) Surrounding communities
2.0 PROJECT SCOPE, OBJECTIVES & DELIVERABLES
2.1 Project Scope
The Services to be performed by the Design-Build Contractor shall include all Design, Project Management, Pre-construction, Construction Phase and Post Construction services. The Design-Build Contractor will provide comprehensive administration and management of all aspects of the project inclusive of Design and Construction and will work with NPMC towards the successful completion of the project on schedule, at or below budgeted costs, meeting or exceeding standards stipulated in the Contract and in adherence with standards required by statutory authorities.
The services required are the following:
a) Provide all labour, materials, tools and equipment, and Design-Build services necessary for design and construction of the project described.
b) The production of all drawings and calculations – Architectural, Civil/Structural Engineering, Mechanical, Electrical Engineering, Landscaping and any other services as required.
c) Provide all necessary testing for design purposes to confirm soil characteristics and site topography and all necessary quality control testing during construction in order to ensure that all material design and building specifications are satisfied.
d) Obtain all statutory approvals (outline and final) – Town and Country Planning Division (T&CPD), Water and Sewerage Authority (WASA) Approval, Fire Services Department Approval, Regional Corporation, Environmental Management Authority (EMA), Public Health Inspectorate, Ministry of Energy, National Gas Company, National Petroleum Marketing Company, Trinidad and Tobago Electricity Commission (T&TEC), Electrical Inspectorate, Lift Inspectorate and any other necessary approvals.
e) Submit a full set of “As Built” drawings, Final Statutory Approvals, Keys, Spare Materials, Testing and Commissioning documents, Warranties on equipment operations and Maintenance Manuals on completion of construction.
f) Value Engineering, analysis of alternate construction methods and materials for potential quality, cost and schedule enhancements. Designs must comply with all relevant building codes.
g) Maintain and evaluate construction documents for constructability, serviceability, maintainability, potential problems, ambiguous and omitted information within the project budget.
h) Provide Bills of Quantities and all appropriate documents for supporting the Cost Proposal.
i) Develop a project schedule inclusive of design phase and construction phase. Activities shall be coordinated to accomplish the completion of the project by the earliest date possible within the stipulated project budget.
j) Develop a material procurement schedule, and manpower and equipment utilization schedule, and it shall be coordinated for each activity as per project schedule.
k) During the design and construction stages of the project, submit to NPMC detailed bi-weekly progress reports including updated photographs showing construction progress and updated Gantt Charts in order for NPMC to advise its Client – the Ministry of Health of Trinidad and Tobago – of the progress of the works. Additional information shall be provided if requested by NPMC.
l) Develop requirements for safety, quality assurance, and schedule adherence. NPMC’s HSE Guide for Contractors is linked.
m) The Design-Build Contractor should satisfy himself as to the full extent and character of the works, the supply of material and all local conditions and restrictions affecting the works. He should include in his proposal all payments that would be required for labour and other resources to ensure that the project is completed according to the agreed schedule.
n) Provide a detailed Quality Assurance / Quality Control Plan showing proposed testing agencies.
o) Submission of all documentation contained in items a) to n) above for records or approval as required.
2.2 Project Objectives
The requirements for the Design-Construction of a new Warehouse and Head Office Inclusive of Furniture, Fixtures and Equipment for the National Insect Epidemiology Centre (NIECe) broadly consist of the following types of accommodations:
• Head Office inclusive of Laboratory
• Chemical Warehouse
• Parking Facilities / External Works
• Supply of Furniture, Fixtures and Equipment
The Works also includes developmental works outside the Site, such as:
• Road Works
• Drainage
• Telephone Infrastructure
• Power Infrastructure
• Water Supply and Sewage main
2.3 Timeline
Twelve 12 months – One (1) Calendar Year
2.4 Estimated Budget
Total Project Cost - $ 34,339,437.00 (Vat Inclusive)
2.5 Project Work Approach
The project will follow the following life cycle which includes the following stages:
· Conception
· Planning/Design
· Execution
· Close-Out
2.5.1 Conception
The conception stage shall be inclusive of:
1. Preparation and Sign Off of the Project Charter by relevant Stakeholders.
2. Preparation and submittal of Employer’s Requirement to the Permanent Secretary – based on several meetings with representative of the NEICe and the MoH, NPMC will finalize the Employer’s Requirements to be sent to the MoH Permanent Secretary by for approval. The Employer’s Requirements will form part of the Request for Proposal Document (RFP).
3. Preliminary Works– Upon receipt of mobilization fee from the Ministry of Health, NPMC will proceed to procure Contractors for the following works:
a. Site clearing and Grubbing – To clear site of obstructions, establish and maintain the boundaries of the land.
b. Engineering Survey – To obtain necessary survey drawings which will include cross sections, elevations, coordinates, boundaries, landmarks etc.
c. Soil Investigation/Geotechnical Report – To assist the designer in the generation of the structural designs for the proposed structure.
d. Reports/data to be obtained from the above works will be included in the Request for Proposal (RFP).
2.5.2 Planning/ Design
The imperative of the Planning stage is the development of a thorough and accurate Request for Proposal (RFP) which will comprehensively capture the Client's Requirements. This will be achieved by NPMC's guiding the Client through an established Needs Development process and ensuring proper documentation. The objective of the RFP is to invite Proponents to submit one proposal each in accordance with the requirements of this RFP and the contract. Each proposal must contain sufficient details in response to this RFP to constitute a comprehensive and firm offer to NPMC and be suitable for acceptance and implementation.
Subsequent to the Client’s confirmation of the RFP which includes the project scope, aims and goals, the NPMC will select a Preferred Design-Build Contractor who is required to undertake the following:
1. Review of the engineering designs, specification, accompanying drawings and any other relevant documentation prepared for the execution of the project.
2. Provide cost estimates for the execution of the required works.
3. Provide scheduling of the project.
4. Obtain approvals from the necessary statutory and approving authorities.
2.5.3 Execution
Upon the signing of the Contract Agreement between NPMC and the Ministry of Health, and the Ministry’s approval of the Project Contract Sum, NPMC will award a Contract to the preferred Design-Build Contractor specified in the Evaluation Report and manage the Design-Construction process by maintaining continuous supervision of the works being performed by the Contractor.
The works that is required for the construction of the Head Office and Warehouse is undertaken at this stage of the project life cycle. The works must be carefully monitored and managed in order to prevent project failure at this stage. There must be quality control and quality assurance mechanisms at this stage given the design/build nature of the project. The Structural Engineering Consultant will be required to provide quality assurance on the project as it pertains to structural, to measure the quality of the works and to ensure the project remains on schedule and within budget.
At this stage of the project changes through variations must be properly managed, whilst maintaining adequate records of all the work. NPMC would utilise the FIDIC Plant and Design Build (Yellow Book) Conditions of Contract, to manage the works during the Execution Phase of the Project.
2.5.4 Close-out
Upon successful completion, NPMC shall ensure that the Works are handed over to the Client complete with "As-built" drawings, manuals, warranties, Statutory Approvals and the project's Final Account.
There shall also be a one (1) Defects Notification Period during which the Contractor will be notified of any defects as per the Contract.
2.6 Deliverables
3.0 CONSTRAINTS & REQUIREMENTS:
The following outlines all known constraints and requirements
1. The execution phase of the project must be completed in one calendar year.
2. The budget for the project is $34,684,437.00 VAT Inclusive.
3. The works must not occupy a land area greater than 5 acres.
4.0 ASSUMPTIONS
The following are assumptions considered for this project as well as the methodology to be used to validate each assumption.
a. The Client will facilitate all parties to ensure that the works are completed on time. The Client and his agents will not be apathetic with regards to schedules and the accomplishment of deliverables. Records of schedule interruptions due to the Clients operations will be documented and occasionally presented to the Client to illustrate the consequences of such issues (i.e. project duration changes, cost implication etc.).
b. Funding for the project at all stages will be readily available. The Client will ensure that all funds are made available in a timely manner. Obtain confirmation in writing that all funds are available or funds are available at the different stages of the project life cycle.
c. All entities involved in this project will ensure a successful project. Careful monitoring and tracking of project progress at all stages of the project life cycle. Ensure that all measures are implemented to achieve success on this project.
5.0 GOALS & CRITICAL SUCCESS FACTORS
The project success will be measured by the following:
1. Payment of Mobilization Fee
2. Approval for commencement of Preliminary Works - Site Clearance, Engineering Land Survey and Soil Investigation/Geotechnical Survey
3. Approval and Sign Off of Employer's Requirements
4. Approval and Sign Off of RFP
5. Participation of the Ministry’s Representatives in compiling the Employer’s Requirements and on the Evaluation Committee for the Evaluation of Proposals submitted by the Design-Build Proponents
6. Approval of Design-Build Contractor
7. Confirmation of the Availability of funds
8. Participation in the Design Review process led by NPMC
9. Timely Progress Payments
10. Percentage of favourable progress.
11. Quality of works and workmanship, measurable by specifications and the Client’s periodic acceptance.
12. Meeting projected project milestones.
13. Minimal cost overruns claims and other issues which may negatively impact on the project budget.
14. Project completion on time, within budget and with exceptional work quality.
6.0 HUMAN RESOURCES MANAGEMENT (STAFFING PLAN)
This section should outline the project team and the structure of the said team. The Client must be included in this plan and the lines of communication and reporting must be explicitly stated. The chart attached serves to outline a suggested Resource Management Plan.
7.0 COMMUNICATION MANAGEMENT PLAN
The purpose of the attached Communications Management Plan (CMP) is to define the communication requirements for the project and how information will be distributed.
8.0 RISK MANAGEMENT PLAN
The attached plan serves to identify the risks that can be faced during the four stages of the project life, the consequences of such risks and the mitigation measures put in place to combat these risks.